PURCHASING & SHIPPING ADMINISTRATOR

ACT INDUSTRIES EQUIPMENT SDN. BHD.; Seberang Perai; On-site; MYR 78,000 - 100,000; Full time

Job summary

ACT Industries Equipment Sdn. Bhd. is seeking a proactive Purchasing/Procurement Lead to manage end-to-end purchasing, BOM review, and supplier coordination using an SQL system. You will oversee RFQs, POs, shipping, and customs paperwork while ensuring accurate inventory and landed-cost calculations.

The role requires strong negotiation, Excel reporting and proactive issue resolution, with responsibility for month-end close and ongoing cost optimization in a Bayan Lepas, Penang environment.

Qualifications

• Must hold at least a Certificate or Diploma in Business Studies, Logistics, Supply Chain Management, Purchasing or related field.
• Familiar with SQL system, particularly for purchasing, inventory, stock monitoring and PO processing.
• Excellent communication, negotiation and supplier-management skills.
• Able to use Excel to prepare reports, costing, reconciliations and checklists.
• Able to prepare and maintain product purchase costing / landed cost calculations accurately.
• Able to perform month-end inventory closing and stock reconciliation.

Responsibilities

• Receive and process internal RFQ according to requested items or jobs.
• Receive and process internal BOM lists.
• Check/confirm items listed in RFQ and BOM against stock records; verify stock balances via SQL.
• Source quotations from local and overseas suppliers and related parties.
• Compile RFQ details and send to suppliers via email, fax or other channels.
• Follow up on quotations to meet required timelines.
• Negotiate purchase prices for best company interests.
• Negotiate favourable delivery terms and dates with suppliers.
• Negotiate transportation and shipping arrangements to minimize costs.
• Generate and process local and overseas Purchase Orders using SQL system.
• Liaise with suppliers, vendors, contractors, and shipping agents for transport and shipment.
• Prepare shipping, import/export and customs clearance docs where applicable.
• Receive goods and verify against PO before acknowledging Delivery Order.
• Address discrepancies (wrong items, quantities, defects) promptly.
• Update inventory/purchasing records in SQL system; monitor stock levels.
• Prepare daily purchasing and operational reports (quotations, POs, shipments).
• Identify and report purchasing/shipment/inventory issues proactively.
• Maintain product costing including freight and duties to determine landed cost.
• Update costing when supplier prices or exchange rates change.
• Perform month-end inventory closing and stock reconciliation.
• Assist in month-end inventory reports and highlight variances.
• Conduct supplier evaluations quarterly on pricing, quality, delivery, service.
• Assist with supplier audits as required.
• Lead cost-reduction initiatives across purchasing and procurement.
• Maintain ISO docs related to purchasing (forms, SOPs).
• Maintain proper filing of purchasing, quotation, PO, delivery, shipping and supplier records.
• Participate in meetings providing purchasing, inventory and shipment updates.
• Contribute to Company improvement activities.
• Guide/train subordinates (Store Keeper, Data Entry Operator).
• Identify opportunities to reduce wastage and costs.
• Perform other purchasing, inventory, admin and operational duties as assigned by MD/Director/GM.

Skills

SQL knowledge

Negotiation

Communication

Excel proficiency

Report generation

Detail oriented

Education

Certificate/Diploma in Business Studies/Logistics/Supply Chain/Purchasing

Tools

SQL system

Microsoft Office

Job description

Responsible for the Company's overall purchasing and procurement activities, including sourcing, quotation, purchasing, costing, inventory monitoring, receiving, shipping, customs clearance, supplier management, documentation and related reporting. The position is also responsible for ensuring that purchasing and inventory records in the SQL system are accurate and up to date.

Key responsibilities

1. Receive and process internal RFQ (Request for Quotation) according to the items or jobs requested by the requestor.

2. Receive and process internal BOM (Bill of Materials) lists.

3. Check and confirm items listed in the RFQ and BOM against internal stock records and verify current stock balances through the SQL system.

4. Source and request quotations from local and overseas suppliers, vendors, contractors, transportation companies and shipping agents.

5. Compile RFQ details and send them to relevant suppliers, vendors or contractors through email, fax or other available communication channels.

6. Follow up with suppliers, vendors and contractors on pending quotations and ensure quotations are received within the required timeline.

7. Negotiate purchase prices and obtain the most competitive pricing in the best interest of the Company.

8. Negotiate favourable delivery terms and delivery dates with suppliers.

9. Negotiate transportation and shipping arrangements and costs to achieve the most cost-effective arrangement for the Company.

10. Generate and process local and overseas Purchase Orders (PO) using the Company's SQL system.

11. Liaise with local and overseas suppliers, vendors, contractors and shipping agents to arrange transportation and shipment of goods.

12. Prepare and process shipping, import/export and customs clearance documentation where applicable.

13. Receive goods and verify the item description, brand, model number and quantity against the relevant PO before stamping/signing and acknowledging the supplier's Delivery Order.

14. Follow up with suppliers, vendors or contractors on discrepancies including wrong items, wrong model numbers, incorrect quantities, defects, damages or missing items, and ensure timely resolution.

15. Update and maintain accurate inventory and purchasing records in the SQL system on a timely basis.

16. Monitor stock levels regularly and highlight low-stock, excess-stock or unusual stock movements to management.

17. Prepare daily purchasing and operational reports, including updates on pending quotations, outstanding POs, incoming shipments, shipment status, delayed deliveries, customs clearance and other matters requiring management's attention.

18. Take initiative to identify and report any purchasing, shipment, supplier or inventory issues without waiting for management to follow up.

19. Prepare and maintain product purchase costing for each purchased product, including purchase price, freight, transportation, customs, duties and other relevant costs where applicable, to determine the appropriate landed cost.

20. Ensure product costing information is updated whenever there are changes in supplier pricing, freight costs, exchange rates or other significant cost components.

21. Perform month-end inventory closing and stock reconciliation, including physical stock count where required, reconciliation of physical stock against the SQL system and investigation of stock discrepancies.

22. Assist in preparing month-end inventory reports and highlight significant inventory variances or issues to management.

23. Conduct quarterly evaluation of suppliers, vendors and contractors based on pricing, quality, delivery, service and other relevant criteria.

24. Conduct or assist with supplier, vendor and contractor audits where required.

25. Lead, contribute to and drive cost reduction initiatives across purchasing and procurement activities.

26. Update and maintain ISO documentation relating to purchasing, including forms, checklists, work instructions and SOPs.

27. Maintain proper filing and documentation of purchasing, quotation, PO, delivery, shipping, customs and supplier-related records.

28. Participate in meetings and provide relevant purchasing, inventory and shipment updates.

29. Participate in and contribute to Company improvement activities.

30. Guide, coach and train subordinates, including the Store Keeper and Data Entry Operator.

31. Identify opportunities to reduce wastage, unnecessary costs and consumption of resources.

32. Perform other purchasing, inventory, administrative and operational duties as assigned by Managing Director/Director/General Manager.

About you

Possess at least a Certificate or Diploma in Business Studies, Logistics, Supply Chain Management, Purchasing or a related field

Familiar with SQL system, particularly for purchasing, inventory, stock monitoring and PO processing

Good communication, negotiation and supplier management skills

Able to use Microsoft Office, particularly Excel, to prepare reports, costing, reconciliations and checklists

Able to prepare and maintain product purchase costing / landed cost calculations accurately

Able to perform month-end inventory closing, physical stock reconciliation and investigation of stock variances

Good organisational skills with strong attention to detail, particularly in purchasing, inventory and documentation

Able to work independently, follow up proactively and take initiative to resolve issues without constant supervision

Able to work under pressure and meet purchasing, delivery and reporting deadlines

We are well established company located at Bayan Lepas, Penang, would like to find suitable candidates to fill in the positions to help us to grow.

Established since year 2000, we have been in the specialized in chemical / wet process industry machinery design and fabrication.

Electroless / Electroplating equipment: Copper, Nickel, Palladium & GoldVibration barrel plating machine for miniature partsAnodizing & hard chroming machinesDevelops, etching & stripping machines

Provide on site technical service support for production machinery, production equipment automation, refurbish and upgrading.